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Specialconditions of Contract Republic ofthePhilippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT REGION XIII (CARAGA REGION) Km.4, Libertad, BUTUANCITY Telephone Number (085) 342.213.4 •342.20.45•815.12.99 Website: caraga.dilg.gov.ph Email: [email protected] PHILIPPINEBIDDINGDOCUMENTS (As Harmonized with Development Partners) Republic ofthePhilippines DEPARTINVITATIONMENT OFTHE INTERIOR TO AND BID LOCAL FOR GOVER NMENT REGIONXIII(CARAGAREGION) MEALS ANDK mACCOMMODATION.4,Libertad,BUTUANCITY FOR THE CONDUCTTelephoneNumber(08 OF5) 342 .TRAINING213.4 •342.20.45•815 ON.12.99 THE Website:caraga.dilg.gov.ph Email:[email protected] FORMULATION OF LOCAL CLIMATE CHANGE ACTION PLAN (LCCAP) PHILIPPINEBIDD INGDOCUMENTS Batch 1: November 9-11, 2016 @ Butuan City (ABatchsHarmo 2: Novembernized wi 16th- Devel18, 2016opment @ Butuan Partner City s ) Batch 3: November 23-25, 2016 @ Butuan City Date of Publication: October 6, 2016 1 2 TABLEOFCONTENTS SECTION I. INVITATION TO BID............................................................................4 SECTION II. INSTRUCTIONS TO BIDDERS.............................................................7 SECTION III. BID DATA SHEET.........................................................................35 SECTION IV.GENERAL CONDITIONS OF CONTRACT.......................................40 SECTION V. SPECIAL CONDITIONS OF CONTRACT...........................................57 SECTION VI. SCHEDULE OF REQUIREMENTS....................................................61 SECTION VII. TECHNICAL SPECIFICATIONS.....................................................62 SECTION VIII. BIDDING FORMS........................................................................69 3 Section I. Invitation to Bid 4 Republic ofthe Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT Region 13 (Caraga) INVITATION TO BID FOR MEALS AND ACCOMMODATION FOR THECONDUCT OF TRAINING ON THE FORMULATION OF LOCAL CLIMATE CHANGE ACTION PLAN (LCCAP) 1. The Department of the Interior and Local Government Regional Office13 intends to apply the sum of Eight Hundred Eleven Thousand T wo Hundred Seventy F i v e Pesos Only (Php811, 275.00) being the Approved Budget for the Contract (ABC) to payments under the contract for the Meals and Accommodation for the Conduct of Training on the Formulation of Local Climate Change Action Plan (LCCAP). Bids received in excess of the ABC shall be automatically rejected at bid opening. 2. The Department of the Interior and Local Government Regional Office 13 now invites Hotels / Guest Houses/ Function Halls/ Restaurants and other similar service providers located in Butuan City, for the meals and accommodation on November 9-11, 2016, November 16-18, 2016 and November 23-25, 2016 to cover all three (3) batches of the said activity. Deliverables shall include conference hall with complete amenities, accommodation/lodging, complete meals and snacks for a maximum of 71 persons for Batch-1; 71 persons for Batch-2; and, 71 persons for Batch-3. Bidders should have completed, within two years from the date of submission and receipt of bids, a contract similar to the Project. The description of an eligible bidder is contained in the Bidding Documents, particularly, in Section II. Instructions to Bidders. 3. Bidding will be conducted through open competitive bidding procedures using a non- discretionary“pass/fail”criterion as specified in the Implementing Rules and Regulations (IRR) of Republic Act (RA) 9184, otherwise known as the “Government Procurement Reform Act”. Bidding is restricted to Filipino citizens/ sole proprietorships, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines, and to citizens or organizations of a country the laws or regulations of which grant similar rights or privileges to Filipino citizens, pursuant to RA5183 and subject to Commonwealth Act 138. 4. Interested bidders may obtain further information from the Bids and Awards Committee of the Department of the Interior and Local Government Region XIII and inspect the Bidding Documents at the address given below from 8:00AM–5:00 PM, Monday to Friday. A complete set of Bidding Documents may be purchased by interested Bidders starting October 6, 2016 from the address below and upon payment of a non refundable fee for the Bidding Documents in the amount of Five Thousand Pesos Only (Php5,000.00). It may also be downloaded free of charge from the website of the Philippine Government Electronic Procurement System (PhilGEPS) and the website of the 5 Procuring Entity, provided that Bidders shall pay the non refundable fee for the Bidding Documents not later than the submission of their bids. 5. The Bids and Awards Committee will hold a Pre-Bid Conference on October 14, 2016, 2:00 PM, at the LGRRC 13, DILG Regional Office 13, Km. 4, Libertad, Butuan City, which shall be open to all interested parties. 6. Bids must be delivered to the address below on or before October 26, 2016, 2:00PM. All Bids must be accompanied by a bid security in any of the acceptable forms and in the amount stated in ITB Clause 18. Bid opening shall be on O c t o be r 2 6 , 2 0 1 6 , 2:30 PM at LGRRC 13, DILG Regional Office 13, Km.4, Libertad, Butuan City. Bids will be opened in the presence of the Bidders' representatives who choose to attend at the address below. Late bids shall not be accepted. 7. The DILG Regional XlII reserves the right to accept or reject any bid, to annul the bidding process, and to reject all bids at any time prior to contract award, without thereby incurring any liability to the affected bidder or bidders. 8. For further information, please refer to: ATTY. ALLEN M. GASULAS Head, BAC Secretariat DILG Regional Office XIII (CARAGA) 1559 Matimco Bdlg., Km. 4, Libertad, Butuan City Tel. No.(085) 342 7702; Fax No.(085) 342 1234 Email address:[email protected] CHARISSA T. GUERTA BAC Chairperson 7 Section II. Instructions to Bidder Notes on the Instructions to Bidders This section of the Bidding Documents provides the information necessary for Bidders to prepare responsive bids, in accordance with the requirements of the Procuring Entity. It also provides information on bid submission, opening, evaluation, and award of contract. Section II contains provisions that are to be used unchanged. Section III consists of provisions that supplement, amend, or specify in detail, information or requirements included in Section II which are specific to each procurement. Matters governing performance of the Bidder, payments, or those affecting the risks, rights, and obligations of the parties under the contract are not normally included in this section, but rather under Section IV. General Conditions of Contract, and/or Section V. Special Conditions of Contract. If duplication of a subject is inevitable in the other sections of the document prepared by the Procuring Entity, care must be exercised to avoid contradictions between clauses dealing with the same matter. 8 TABLEOFCONTENTS A.GENERAL ........................................................................................................10 1. Scope of Bid.............................................................................................................10 2. Source of Funds........................................................................................................10 3. Corrupt, Fraudulent, Collusive, and Coercive Practices..........................................10 4. Conflict of Interest...................................................................................................11 5. Eligible Bidders........................................................................................................13 6. Bidder’s Responsibilities..........................................................................................14 7. Origin of Goods........................................................................................................16 8. Subcontracts.............................................................................................................16 B. CONTENTS OF BIDDING DOCUMENTS..............................................................16 9. Pre-Bid Conference..................................................................................................16 10. Clarification and Amendment of Bidding Documents.............................................17 C.PREPARATION OF BIDS....................................................................................17 11. Language of Bid.......................................................................................................17 12. Documents Comprising the Bid: Eligibility and Technical Components................17 13. Documents Comprising theBid: Financial Component ..........................................19 14. AlternativeBids........................................................................................................20 15. Bid Prices.................................................................................................................20 16. Bid Currencies..........................................................................................................21 17. Bid Validity..............................................................................................................22 18. Bid Security..............................................................................................................22 19. Format and Signing of Bids .....................................................................................24
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